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POWERPOINT BASICS

Learn Everyday Essentials

125 S. Prospect Avenue, Elmhurst, IL 60126

(630) 279-8696 ● elmhurstpubliclibrary.org

INTRODUCTION

Class Objective:

Elmhurst Public Library is committed to offering enriching programs to help patrons “Explore, Learn, and

Grow.” Today, technology skills are more than valuable—they are a necessity in the workforce and daily life.

By the end of this PowerPoint class, you will be better able to create your own PowerPoint presentation us-

ing many of the program’s available features. Thanks so much for attending, and be on the lookout for fur-

ther PowerPoint classes.

Introduction

PowerPoint is Microsoft’s presentation software and probably the easiest way to display information visual-

ly while presenting. Using PowerPoint, you can create slideshow presentations that display key information,

visuals, and more on a series of slides you can change at your own pace. Although we will be working with

PowerPoint 2013, the fundamentals of this class will apply to all versions of PowerPoint. PowerPoint is also

part of a larger suite of applications called the Microsoft Office suite. The applications in this suite use similar

language and their user interfaces are designed to have a similar “look.” Once a user masters one Office ap-

plication, the rest will be easier to learn.


What We’ll Cover:

-Opening PowerPoint

-Creating a Blank Project

-Basic Program Geography

-Slide Views and Layout

-Adding and Deleting Slides

-Text Boxes

-Inserting Text and Images

-Keyboard Shortcuts

-Presentation Tips

-Saving and Printing

Additional Resources at:



To access Lynda.com go to our website

(www.elmhurstpublic library.org). Hover over

the “E-Library” tab and select “E-Learning”

from the far right column. You’ll find more info

there! Have your library card ready to log in.

GETTING STARTED


Opening PowerPoint

To open PowerPoint, select the icon for the Start Menu. PowerPoint will be located in the

“All Programs” list on the left side of the Start Menu. The “All Programs” list is

organized alphabetically. PowerPoint will either be located in the “P” section, or in a

subfolder titled “Microsoft Office.” Left Click on the Microsoft Office folder, and then

left click on PowerPoint . Sometimes, a Shortcut (or icon) exists on the Desktop or

Taskbar. A double left click on the shortcut icon will also open the program.

Getting Around

Notice that PowerPoint starts you off with a new blank slide. This slide is a plain white rectangular box.

Anything that fits within the white slide area will be visible when you “show” the slideshow in the future.

Inside the white slide are a number of cross-hatched rectangles, labeled with “Click here” text. These are

called text boxes. In PowerPoint, text can only be entered in a text box, although you can create as many text

boxes as you want, or expand them to fit the entire slide.

Once PowerPoint is open you

can select a predesigned template or

recent presentation from the gallery. For

today’s class we’ll select the blank presen-

tation in the top left-hand corner (blank

presentations will also automatically open

when you hit enter). You can always apply

a theme later.



Did you know in Windows

10 you can use Cortana to

search for PowerPoint?

GETTING AROUND


Office Ribbon

We now have a blank PowerPoint! Notice the icons and commands at the top of the screen. This white

section of tabs is called the Office “Ribbon,” and it contains the tools you’ll need for creating slideshows. The

Office Ribbon arranges tools into the Tabs like you might have on a series of folders. If you are familiar with

any other Microsoft Office product, such as Word or Excel, you will notice several similarities.

Today we’re going to focus mainly on the FILE Button and some of the most

frequently used tools in the Tab menus. There are lots of additional features in

this application, but we’ll concentrate on the basics.



Notes/Questions/Ideas

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Ready to take on another

Microsoft Office Application?

Excel Basics

March 7, 7:00 p.m.

SLIDE LAYOUT


Home Tab—Slide Layouts

To shrink/enlarge text box borders- click on a “sizing handle” and

drag. You can click on the Layout tool (next to New Slide) to

change to another type of slide layout. Different layouts give

room for pictures, charts, and tables. They can also help you fur-

ther organize your presentation by adding title slides for new sec-

tions of your content.



Home Tab—Bullet Points

Automatic…click on Bullets icon in

Home tab to turn off this feature. To

start new bullet, press enter. To

make a sub-point, press tab. To go

back to a regular bullet point, right-

click and then click on the “Decrease

Indent” icon. Keep bullet points con-

cise.


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ARRANGING TEXT AND SLIDES


Selecting, Adding & Deleting Slides

-You can add a slide in a couple of ways…

1. Click on the “New Slide” icon in the Home tab

OR

2. Right click on any slide in the Slide Column (left side of screen) and select

“New Slide.” The menu that pops up will also give you the option to duplicate

the slide you are clicking on. (Right click in between slides in the slide column to

insert a new slide at that point in the presentation )

-To work on a specific slide within your presentation, go to the slide column .

Simply click on the one you’d like to work on. . A slide is selected when the small

preview slide has an orange border.

-To delete a slide go to the slide column, click on the slide, press “Backspace”

button or right-click and select “Delete.”



Slide Column—Rearranging Slides

To change the order of slides, you can do one of two

things.

1. Go to the slide column and Right-click on slide you

want to move. Select “Cut.” Right-click between

the slides where you want the slide to go. Select

“Paste.”

2. You can also click on a slide and “drag” it to a new

location.

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INSERT TAB


Insert Tab

The Ribbon has an “Insert” tab, which allows users to insert a variety of text and visuals including photos,

shapes, charts, and symbols. You can also insert audio. Right now, we will be focusing primarily on In-

serting text and images.

Insert Tab— Add a Text Box

If you start with a blank slide that has no formatting or want to add additional text boxes to a slide, you can

click the “Text Box” option on the Insert Tab. Click and hold to start

drawing the box. Drag the text box border until it is the size you want,

then release your finger from the mouse.

Insert Tab—Add Pictures From File

If you want to add an image saved on computer or digital camera, go

to Insert Tab → Picture. In the pop-up window, find the image on your

computer by browsing your folders. Select it and hit ‘Insert.’ Adjust size

as needed using the “sizing handles.” Drag to reposition.

Insert Tab—Adding Images From Web

Inserting ClipArt: ClipArt is a collection of copyright-free photos and illus-

trations provided by Microsoft Office. More than likely it is fine to use

images from the web and other copyrighted materials as long as they are

not for commercial use, but it may be preferable to

use ClipArt if you are worried or unsure. In previous versions of

PowerPoint, ClipArt was located within the program on the com-

puter; however, in PowerPoint 2013 these files are located on the

internet in a free database. To access ClipaArt: Click on Insert

Online Pictures (for ClipArt). Type a search word—click on your

choice and then hit “Insert”. Adjust image by dragging it or using

the “sizing handles.”



THEMES AND SHORTCUTS




Design Tab—Themes

Blank slides can get a little boring! Thankfully PowerPoint is

full of nice looking, customizable

design themes. The offered themes vary widely across

PowerPoint versions; the more current versions offer updat-

ed designs that look more intricate and relevant. To choose

a pre-made background, go to the Design Tab: Choose a

Theme. Colors in the Theme can also be adjusted by clicking on the Colors tool. You can also

adjust the background color by clicking on background style. These changes will affect all

slides.

Shortcuts & Right-Clicking

Ctrl-C to copy selected content

Ctrl-X to cut selected content

Ctrl-V to paste selected content

Ctrl-Z to undo changes.

Ctrl-Y to redo changes.

To select text, highlight with mouse or

press Ctrl-A to select all text in a text box

To change font, color, & size, text and dou-

ble-click on the text and use the popup

menu or adjust these settings in the top

left of the home tab.


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REVIEWING AND PRESENTING


Review Tab

Before presenting your PowerPoint, you want to ensure

there are no spelling mistakes. Like all Office programs,

PowerPoint has a built in spellcheck and thesaurus. To

access these features, select the “Review” tab. To begin

spellcheck, select “Spelling” in the “Review” tab. Pressing

F7 will also start spellcheck. You can also select

“Thesaurus” to find synonyms for words.

Presenting and the Slideshow Tab

To start show, press F5 or hit the slideshow icon, in the bottom right corner.

To start from a certain slide, click on that slide, go to “Slide Show” Tab, and

choose “From Current Slide.” There is also an option to “Start From Beginning.” To advance a slide, press

Enter, right arrow (keyboard), or click mouse. To go back a slide, press Backspace or left arrow (keyboard).

To end the show, press Escape (keyboard).

Keep presentations simple—remember that PPT is just a tool to enhance your presentation, not the presen-

tation itself.

*If you want to make the screen black, press B (keyboard).



SAVING AND PRINTING


Saving

To save, go to File → Save As and select where you would like to

save the file. Today we’ll select Computer and then Desktop.

Finally, you will need to give the PowerPoint a name in the blank

name spot and select a file type. Many users frequently ask about

the correct file format for saving. This depends on how you want

the file displayed, and who you want to share it with.

For most cases saving our PowerPoint as a PowerPoint File

(or .pptx) is preferable.

If you know the person you are sharing it with has a much older

computer (2003 or older) then you’ll want to save as a PowerPoint

97-2003 file. If you do not want to allow someone receiving the file

to make changes (or you know that that person does not own a copy

of PowerPoint) you should save the file as a PDF. There are many

more file types but these are the three most common. In pop-up

window, give your PowerPoint a simple file name.

Printing

To print the PowerPoint, go to File button → Print. Under here you’ll be

able to select the printer, number of copies, how many slides per page

you’d like to print, and more.

Conclusion

By now you should have a great working knowledge of the basic features

and design of PowerPoint. Now the best way to cement what you’ve

learned is to practice! We hope that you have enjoyed today’s class and continue to think of Elmhurst Public

Library as a gateway to technology, learning, and fun.

To sign up for any of our other classes visit: elmlib.org/techclass.



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